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CarrierHandbookVersion: December 2012Meijer is a member of the SmartWay Transport Partnership. SmartWay is aninnovative collaboration between the EPA and our industry to maximize energyefficiency while reducing greenhouse gases and air pollution. Many of ourtransportation partners are currently members. If your company is not a member,we encourage you to go to http://www.epa.gov/smartway/ to exploremembership.1 Page
MEIJER CARRIER HANDBOOK TABLE OF CONTENTSSection 1: Carrier Review (All Carriers) . 3Expectations and Requirements (All Loads) . 3Fresh Foods/Produce Expectations and Requirements (in addition to “Expectations and Requirementsfor All Loads”). 6Carrier Service Failures . 8Truckload/Intermodal Carrier Performance Scorecard . 9Vendor Requirements . 10Meijer VendorNet Appointment Scheduling . 11Distribution Facility Policies . 12Drop Trailer Policy. 14Meijer OS&D Freight Receiving Procedures . 15Refused Freight . 16Freight Claims. 17Truckload Fuel Surcharge Table (Dry Product) . 18Truckload Refrigerated Fuel Surcharge Table (Produce): . 19Intermodal Fuel Surcharge Table . 20Accessorial Process (All Carriers) . 21Dry Accessorial Charges . 22Produce Accessorial Charges . 23Meijer Distribution Facilities . 25SECTION 2: LTL and LTL Consolidation REQUIREMENTS (in addition to“Expectations and Requirements for All Loads”) . 26Procedures for LTL Carriers . 26LTL Carrier Performance . 28LTL Fuel Surcharge Table. 29Procedures for LTL Consolidators . 30LTL Consolidation Fuel Surcharge Table . 31Meijer VendorNet Services . 32Seven Promises . 34Meijer Values . 342 Page
Section 1: Carrier Review (All Carriers)Expectations and Requirements (All Loads)Carriers must adhere to all policies and procedures outlined in the transportation agreement and carrierhandbook. If also handling Produce loads, please read the additional expectations and requirementsspecific to Produce on page 5.LeanLogistics: User(s) must be familiar with LeanLogistics, www.leanlogistics.com, and complete therequired training. Each user operating in Lean is required to have their own user id and password. Usersmust have the required Lean Advisors setup up in order to receive notifications for load tenders,modifications, spotmarket postings and load notes entered by Meijer. A “Customer Support” function isavailable in Lean to troubleshoot issues and request Customer Support assistance. Carriers mustsubscribe to the following Lean Advisors: Load modified, load tendered, load withdrawn, tender modified, shipper accepted tender, tenderaccepted, tender expiration 10-30 minutes, tender expired, tender voided, tender withdrawn,spotmarket offer auto-tender, spotmarket new load offer, spotmarket offer lost, spotmarket tenderoffer accepted, spotmarket tender expired, spotmarket posting removed, appt modified, apptconfirmed, appt confirmed, appt denied, appt reschedule, all load notes, rat change requestapproved, rate change request denied, rate change request updated.Communication: All communication on load updates and issues must be communicated in LeanLogisticsby creating a load note. Once a load note is entered, a follow-up email or phone call can be made ifneeded.Load Tenders: All load tenders (except produce) must be accepted or rejected within one hour of beingtendered. Produce load tenders must be accepted or rejected within 30 minutes.Carriers must send load notes if there are multiple loads routed for the same pickup date that can becombined to ship together. Meijer will then combine these loads into one load in Lean.No Brokering Policy: At no time should carriers broker Meijer shipments unless approved to do so.Load Rejections: Please ensure no loads are rejected after initially accepting a load. If under certaincircumstances you are unable to meet our delivery needs for a given load you accepted, please cancel allpick and delivery appointments and reject the load in Lean.Scheduling Pickup Appointment: Carriers are required to contact vendors as early as possible toschedule pickup appointments and at no time later than 24 hours before the planned ship date. Whenrequesting a pickup appointment, ensure all purchase orders are scheduled and verify the weight, cube,cases and trailer equipment needed. Carriers have the ability to choose when a load will be picked up as long as:o The order will deliver on the planned arrival date.o The vendor can accommodate carrier’s requested pickup appointment.o A load note must be entered to inform Meijer that a load will be picked up on a datedifferent from what is listed as the planned ship date in Lean.Carriers are responsible for ensuring all orders and product is accounted for when making a pickup.Scheduling Delivery Appointment: Delivery appointments must be requested on the Meijer VendorNet,www.meijervendornet.com. Appointment requests should be made to meet our planned arrival date.Please ensure all orders are scheduled and a confirmation load id will be presented once the appointmentis scheduled.3 Page
If purchase orders are added to your load, please make sure those purchase orders are added toyour delivery appointment.Trailer Equipment and Seals: Clean and sanitary trailer equipment must be used for Meijer shipments atall times. Carriers are responsible for ensuring all loads are sealed and secured properly. A trailer sealwith an identifier (alpha-numeric) must be placed on the back of the trailer (right outside door latch).When using a padlock, it must have an identification or serial number. This number must also be markedon the Bill of Lading with the driver’s initials. Once the trailer arrives at the Meijer Distribution Facility,Loss Prevention will inspect the seal to ensure it’s intact. If the seal is not intact, the load may be rejectedand the carrier will be held responsible for the load. If handling a multi pick load, the trailer seal must reflect the last stop that was made while intransit. If the load is delivering to multiple Meijer DF’s the carrier must re-seal the trailer and ensure itssecure while in transit. If a load must be inspected while en-route, the driver may break the seal, but must reseal itfollowing the inspection. The new seal information must be documented on the Bill of Lading andthe driver must have documentation supporting the inspection. If product is damaged or shows to be tampered with and the seal was broken while en-route, thecarrier will be held accountable for lost sales and product.On Time Delivery: All loads must be delivered on the planned arrival date at the appointment time given.Any issues that could potentially impact the ability to deliver on time must be communicated to Meijer viaa Lean load note in real time. This would include but is not limited to: Vendor issues (No product available, vendor not responding, no appointments available, etc.) In transit delays (Weather, truck breakdown, driver out of hours, etc.)Updating/Closing Lean Loads: The following Lean fields must be updated in real time. These fieldsmust be present in order to close a load and receive payment. All loads must be closed within 24 hoursof delivery. Pick and delivery appointment dates/times Actual pick and arrival dates/times Carrier Pro# Appointment Load Id for Pick and DeliveryInvoicing and Carrier Payment: All invoicing is handled electronically in LeanLogistics via Websettle. Atno time will Meijer accept any paper invoices. Meijer will debit carriers 25 for every paper invoice wereceive.Accessorial: All accessorials and rate change requests must be requested in Lean and Meijer will revieweach request and respond as soon as possible. Please refer to the Accessorial Charges section.4 Page
Spotmarket: The Spotmarket is used as a way to give our carrier’s visibility to available loads. Carriersare expected to actively participate in the Lean Spotmarket and follow the Meijer Spotmarket Policy asfollows: Spotmarket bids should reflect fair market pricing at all times. If a bid is made above fair marketpricing, a comment should be entered when submitting the bid that explains why the rate is abovemarket pricing.o Ex: 250 deadhead miles involved.5 Page
Fresh Foods/Produce Expectations and Requirements (in addition to“Expectations and Requirements for All Loads”)Meijer Produce Logistics Contact Information: produce@meijer.comHours of Operations:Monday – Friday8:00AM - 5:00PMSaturday8:30AM - 12:30PMSunday8:30AM - 10:30AMTrailer Equipment: All trailers used for pick-up must be a minimum 53’ x 102’ refrigerated trailer.Meijer will not receive any loads with foreign objects on the trailer other than the product that wasordered. This is a violation of food safety standards and is a very serious problem if it occurs.If a rejection occurs due to a tire or any other foreign object on the trailer, a claim will be filed for the lossof the product, freight cost, plus an additional 2,000 penalty. The carrier will be placed on hold fromreceiving any loads from Meijer for a period of one month. A written corrective action plan must besubmitted by the carrier prior to reinstatement.Any additional occurrences after reinstatement will result in contract cancellation.Truck Availability: Carrier truck availability must be loaded on a daily basis into LeanLogistics.Scheduling Pickup Appointment: Produce loads must ship on the planned pick date and deliver on theplanned arrival date. There are no exceptions to this rule without the approval from the Meijer InboundLogistics Department. Secure a pickup appointment and ensure all Po’s are scheduled and verify product will beavailable on the planned pick date. If the vendor indicates the product is not available, you mustnotify Meijer Inbound Produce Logistics. Determine the location (s) for pick up and hours of operation to ensure you can make all thepickups on the scheduled pick up date.o The pickup order is not determined by the sequence in Lean, it is determined by the orderyou need to pick up the load based on hours and location. Inform logistics if the order ofthe pickups needs to be changed to meet the actual pick up order.Loading: Carriers have the responsibility to ensure all Po’s on the Lean load are picked up. Meijer willnot reimburse the carrier for additional costs involved with picking up missed orders. The driver is required to verify the number of cases and items noted in Lean. If there is adiscrepancy, enter a load note and follow up with a phone call or email to produce@meijer.combefore leaving the vendor.o A case recount must be performed before leaving the vendor if there is a case countdiscrepancy between the driver’s count and the shipper’s paperwork. It is the carriers’ responsibility to ensure the trailer reefer unit is functioning properly and is set atthe proper temperature. If the unit is malfunctioning, dispatch must be notified and anotherworking trailer shall be brought in to be loaded. The shipper will note product temperature and/or trailer running temperature on the Bill of Lading.It is the responsibility of the carrier to verify this information prior to leaving the shipper and reportany concerns to Meijer Logistics. Trailer temp must also be monitored periodically while in transit. Failure to monitor the trailertemperature may result in a refusal and claim for loss of product. Ensure loads are properly blocked and braced at the vendor to ensure a safe transit. Blockingand bracing must also be ensured on loads that are split between multiple Meijer DF’s. After oneDF is unloaded, the driver must ensure the remainder of the product is properly blocked andbraced. Ensure the product has been pre-cooled to the correct temperature specified. The correcttemperature must also be monitored and maintained throughout loading, transit and delivery.Fill Item: Some loads will have a designated “fill item” used to balance or fill out the trailer to ensuretrailer space is maximized. The vendor that contains the fill item must be your last pickup.6 Page
Below is an example, on the carrier load report in Lean, the comments section will specify whichPo has the fill item? Typically the fill item is broccoli, celery, head lettuce, or cauliflower.Vendor Delays: When there is a delay at the vendor, whether it’s the shipper not having product ready orjust being delayed, a load note must be entered in Lean and a call should be made to the buyerimmediately. A listing of the buyers and the product they purchase will be provided by ProduceLogistics. All lean notes must be entered in real time to give Meijer the ability to react early and get issuesresolved as quickly as possible. If a delay occurs after 10:00 P.M. E.S.T. do not call the buyer, the truck needs to wait untilmorning. Place a message in Lean right away and the issue will be addressed the next morning.Providing ETA’s: For loads that have not arrived by 9:00AM EST for delivery, a load note with an ETAmust be entered by 9:00AM EST. This includes providing ETA’s for loads delivering over the weekendand holidays. ETA’s must include the current location of the truck, and miles to destination with an accurate eta.The eta must include the time it will take for the driver to arrive at our bullpen and check in withloss prevention by your eta cutoff time. If your truck has not checked in by the eta provided, thetruck will be deemed late and a load note with an updated ETA must be entered.Penalties: All loads that do not have an eta in Lean before 09:00 A.M. EST will automatically be debited 100.00 per occurrence. If a carrier or vendor truck fails to show for an appointment, or is late for an appointment andMeijer has to reschedule the appointment, Meijer reserves the right to debit your account aminimum of 500 for the missed delivery. If the carrier or vendor truck causes Meijer to run out of stock which results in Meijer having topurchase product from a local vendor, the carrier or vendor will be debited for the difference incost to purchase this product, or will be debited for the lost profit due to out of stocks. If a rejection occurs due to a tire or any other object on the trailer, a claim will be filed for the lossof the product, freight cost, plus an additional 2,000 penalty.7 Page
Carrier Service FailuresA service failure is any incident that could potentially affect timely pickup or deliver of Meijer freight.Listed below are the reasons a carrier will receive a service failure.Operating in Lean Operating in Lean under someone else’s user id.Pickup Allowed a load to expire by not accepting or rejecting it within the desired timeframe given. Failure to contact the vendor to schedule a pickup appointment 24 hours before the planned pickdate. Failure to ensure all Po’s are schedule and verify the weight, cube, pieces and trailer equipmentneeded. Failure to ensure all Po’s and product quantities are loaded and accounted for will alsoresult in a service failure. Rejecting a load within 24 hours of the planned pick date. Leaving a pick location without authorization from Meijer when the vendor advises that productisn’t ready.Communication Failure to communicate issues (Via Lean Load Note) that could impact on time pickup and ontime arrival. (Vendor not responding to pickup request, product not available, driver breakdown, etc.) Rescheduling a delivery appointment for issues other than from the supplier or Meijer. Failure to provide ETA’s by 9:00am for Produce loads each day including weekends andholidays.Delivery Failure to schedule delivery appointment by 2:00PM on the day before the planned arrival date. Failed to deliver on time or as scheduled. Failed to provide DF with Bill of Lading. Failed to update and close load within 24 hours of delivery. At the time of delivery, the carrier will receive a service failure if the product is rejected by Meijerdue to temperature issues or product shifting while in transit.8 Page
Truckload/Intermodal Carrier Performance ScorecardCarriers are measured each period on the following performance categories. The Meijer fiscal periodsoccur every four weeks at which time a performance scorecard is generated. Following each period, thescorecard will be emailed to each individual carrier.Meijer expects all carriers to meet a 99% or above score each period. Performance factors into how manyloads each carrier will be awarded so it’s important to succeed in each area. If performance doesn’t meetour expected service level, a meeting will be scheduled to discuss ways for improvement.All Freight Claims Settled Over 60 Days(5% Weighted Factor)Each carrier is expected to resolve any outstanding freight claims with Meijer within 60 days.Carrier Service Failures(19% Weighted Factor)A service failure is any incident that could affect timely pick up or delivery of Meijer freight. Carrier servicefailures are measured on the following scale: Below 74.00% 0.00%75.00%-80.00% 20.00%, 81.00%-85.00% 40.00%86.00%-90.00% 60.00%, 91.00%-95.00% 80.00%96.00%-100.00% 100.00%Carrier Tender Expire(8% Weighted Factor)Carriers are given a certain time-frame per load to accept or reject the shipment before it expires. Forproduce, this time-frame is 30 minutes and for all other loads the time-frame is one hour.Completion of Loads in LeanLogistics(8% Weighted Factor)Carriers must complete each load within 24 hours following delivery. This is to ensure timely paymentand ensure all information is updated in real time.LeanLogistics Compliance(5% Weighted Factor)Compliance in LeanLogistics consists of timely entering of required data. The required data is: Pick and Delivery appointment date/time Actual Pick and Delivery date/time Carrier PRO# Meijer DF appointment Load IDOn Time Delivery(40% Weighted Factor)On time delivery is measured by comparing the scheduled delivery appointment to the actual arrival at thedestination.On Time Pick Up(15% Weighted Factor)On time pickup is measured by comparing the scheduled pickup appointment to the actual arrival at thepick location.9 Page
Vendor RequirementsThe following are generic shipping instructions that have been issued to all Meijer vendors. Theseinstructions are contained in the Meijer Vendor Requirements & Reference Guide located on thewww.meijervendornet.com website.Bill of Lading: All shipments to Meijer must be accompanied by a Bill of Lading. It serves as thedocument and/or contract used to record and transfer detailed information pertaining to a uniqueshipment. The objective of this document is to guarantee the shipper, carrier and the customer (theconsignee) are all getting the information they need for the processing of goods through the supply chain.The Bill of Lading must have the following information listed: “Ship To” address, including the building number, as shown on the Purchase Order. The Meijer Po number.o All Meijer Po’s must be clearly referenced on the master bill of lading. If there is not aspace provided, the Po must be entered in the comments or special instructions section. Bill of Lading Number – Unique number assigned by the shipper in creating the bill of lading.o If shipping more than one Po on a single bill of lading, each Po and the correspondingpiece quantity must be clearly reference on the bill of lading.o Separate bill of ladings are required for each Meijer destination. The bill of lading must specify that the goods were tendered to the carrier in a sorted andsegregated manner. Special instructions such as protect from freezing/heat and hazmat must be indicated on the billof lading noting the specifics. Time stamp information including the scheduled appointment date/time, arrival date/time anddeparture date/time of carrier.Loading: The driver is required to verify the Purchase Order numbers and carton count unless the bill oflading is signed “Shipper Load and Count”. Only clean trailers will be loaded and Meijer will accept onlyclean trailers.10 P a g e
Meijer VendorNet Appointment SchedulingCarriers are required to join the Meijer VendorNet (www.meijervendornet.com) and request deliveryappointments for all inbound loads. While on the VendorNet, click on “Join Now” and fill out the requiredinformation to receive your sign on and password. On the form, your contact at Meijer is “Meijer Logistics”and the Meijer Business Contact Email is appointments@meijer.com. Once registered, your user id andpassword will be emailed within 24 hours. If you don’t receive this information send an email tomeijervendor@meijer.com.Once a user id and password are obtained: Go to www.meijervendornet.com and enter your user id and password. Select the “Shipping andDelivery” tab followed by “Appointment Scheduling”. Review the related documents that gives complete instructions on how to schedule deliveryappointments. These instructions include how to schedule consolidation loads, multi-stopdeliveries and how to modify current appointments. There is also a document that includescommon Questions and Answers.Delivery appointments must be requested to meet our planned arrival date. Appointments must berequested no later than at 2:00PM on the day before the planned arrival date. Loads delivering over theweekend and Monday must be requested by 2:00PM Friday afternoon. For visibility purposes, Meijerwould like appointments requested as early as possible.Please ensure all Purchase Orders are included in your delivery request. Once a delivery appointment isrequested, a confirmation will be emailed within four business hours. The confirmation will include theappointment date/time, Po numbers and load id.If you experience complications with scheduling a delivery appointment or are given a deliveryappointment on a day other than what was requested, please enter a load note immediately.Direct Store Deliveries1. Delivery Appointments - are not required at the stores.2. Store Delivery Hours – 8A.M. to 5P.M.Pharmacy Distribution Area (PDA Deliveries)1. All appointments for PDA deliveries should be scheduled through the Meijer VendorNet as “LiveUnloads.” At no time should PDA deliveries be dropped or left unattended in a lot.11 P a g e
Distribution Facility Policies1.2.3.4.5.6.7.8.9.10.11.12.Smoking is permitted in designated areas only.Drivers must remain in designated areas when Meijer Team Members are on break or lunch.Separate break/waiting areas are provided for drivers.Sanitation is everyone’s responsibility.Weapons of any type are not permitted at any time. A knife with a blade in excess of two inches or atotal open length of five inches would be considered a weapon.Meijer has a zero tolerance policy regarding drugs and alcohol. Possession of these items on Meijerproperty is strictly prohibited.Drivers are not permitted to offer or give anything of value to any Meijer Team Member for theperforming, promise to perform or as an incentive to perform unloading services or any otherservices.Drivers shall follow all verbal and written directions of Meijer DF Management, Auditors, or Checkers.Meijer reserves the right to not allow any individual to perform duties on the distribution complex forany reason at any time.Eating, drinking, smoking, and chewing tobacco is not permitted in the receiving area.No one under the age of 18 is permitted on the dock or inside the trailer during the receiving process.Two trailer wheels must be chocked on all deliveries. Drivers failing to follow OSHA safetyregulations may be banned from delivering to Meijer Distribution Facilities.Live Deliveries: The following are expectations drivers must follow for live unloading. When the driverarrives at the Meijer distribution complex, they should proceed to the designated trailer parking area, orbullpen. Drivers should not attempt to enter the distribution complex.The driver should take their paperwork and proceed to the Loss Prevention building to check their trailerin. The driver must know their purchase order number, destination building, appointment time and LoadID number. The driver will be directed by Meijer Loss Prevention to either wait in the bullpen or proceedto an assigned dock door.At the point the driver enters the distribution complex; the trailer’s seal information will be recorded byMeijer Loss Prevention. The condition and numbers of all seals will be recorded. At this point, MeijerLoss Prevention will cut the seal and record the seal number and condition at the time of arrival. Thedriver will then be permitted to proceed to their dock door.Upon arriving at the correct Distribution Facility, the driver should open the trailer doors, back the trailer tothe dock, and securely chock two rear tires. The driver can then proceed to the receiving dock andcheck-in with the receiving coordinator. A receiving checker will be assigned to work with the driver to“check-in” the purchase orders.Collect Unloading: All Meijer Distribution Facilities are driver unload facilities. Meijer has contracted withprofessional unloading services to unload freight collect shipments and LTL carriers under contract withMeijer. The driver will not be charged for these unloading services.Prepaid Unloading: The unloading of prepaid freight is the responsibility of the carrier/vendor. Deliveringdrivers have the option to utilize Meijer’s unloading services or they can perform these servicesthemselves. However, if the Meijer unloading service is used, the prepaid vendor will be charged forthese unloading services.Driver Unload Process: (If the driver decides to unload his or her own trailer) The delivering driver is required to unload product onto the Meijer dock in the manner required. Unloading requirements may include sorting and segregating by product, palletizing the productto our Ti-Hi, and staging the unloaded product on our receiving dock directly adjacent to thetrailer. Drivers using powered industrial walkie-stackers upon request must present proof to Meijermanagement that they are licensed to safely operate that equipment. If the carrier or vendor makes a delivery with unacceptable pallets, they will be required to restack the product onto acceptable pallets and a fee will be accessed to the vendor.12 P a g e
The average time to unload prepaid deliveries should not exceed two hours. A debit will begenerated to the vendor for loads that take longer than two hours to unload.Upon conclusion of the unloading process, the driver and checker will review the paperwork to ensurethat they are both in agreement as to the count and condition of the merchandise. The driver’s bills will besigned out by the receiving coordinator and a copy returned to the driver. The driver at this point mayreturn to his tractor, and upon receiving a green light, pull their trailer from the dock. The trailer doorsshould remain open until the driver has passed final inspection by Meijer Loss Prevention at the outboundgate.Note: Please see OS&D Freight Receiving Procedures later in this handbook for detailedinformation on the receiving process.
Meijer will not receive any loads with foreign objects on the trailer other than the product that was ordered. This is a violation of food safety standards and is a very serious problem if it occurs. If a rejection occurs due to a tire or any other foreign object on the trailer, a claim will be filed for the loss .
